Organizational Setting
FAO General Fisheries Commission for the Mediterranean (GFCM), established under the provisions of Article XIV of FAO constitution, was approved by the FAO Conference in 1949 and entered into force in 1952. Consisting of 22 Member countries along with the European Union, the objectives of GFCM are to promote the development, conservation, rational management and best utilization of living marine resources, as well as the sustainable development of aquaculture in the Mediterranean, Black Sea and connecting waters.
The position is located in the Secretariat of GFCM that operates in its own premises at Palazzo Blumenstihl (1, Via Vittoria Colonna 00193 Rome, Italy).
Main Purpose
The Office Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Supervision Received/Exercised
The Office Assistant reports to the Executive Secretary and relevant Professional staff and receives guidance from the Executive Associate. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
Working Relationships
The Office Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services.
Key Functions/Results
โข ย ย Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
โข ย ย Provide office, protocol, administrative and logistics support to meetings, committees, conferences, etc.
โข ย ย Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
โข ย ย Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
โข ย ย Proofread documents and format texts for accuracy, grammar, punctuation and style as well as for adherence to established standards.
โข ย ย Initiate general administrative tasks in the computerized general administration/procurement/ 'financial/travel/human resources system.
โข ย ย Prepare purchase orders, purchase requisitions and support the preparation of Letters of Agreement (LOA), obtain clarification and follow up, when necessary.
โข ย ย Make travel and hotel arrangements and prepare travel authorizations/claims for staff and affiliate workforce'as required.
โข ย ย Provide assistance in the administrative processing of vacancy announcements and consultants' contracts.
โข ย ย Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
โข ย ย Perform other duties as required.
Impact of Work
The incumbent's work impacts on the timely and efficient delivery of office support services and on the overall output of the work unit.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Experience: Three years of relevant experience in office support work.
Languages: Working knowledge (proficient - level C) of English.
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.
Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. \"Commuting distance\" means the distance within which staff members can travel daily between their place of work and their residence.
Competencies
โข ย ย Results Focus
โข ย ย Teamwork
โข ย ย Communication
โข ย ย Building Effective Relationships
โข ย ย Knowledge Sharing and Continuous Improvement
Technical Skills
โข ย ย Good knowledge of communication and documentation standards.
โข ย ย Good knowledge of corporate computerized in administration/procurement/financial/travel/human resources systems and administrative procedures and policies.
โข ย ย Proficiency in MS Office, particularly Word and Excel.
Desirable Qualifications and Skills
โข ย ย Good knowledge of the organizational structure.
โข ย ย Experience in supporting procurement processes, recruitment and administration of affiliate staff as well as supporting travel-related arrangements.
โข ย ย Experience in researching, compiling and organizing information for reports, mailing lists and data utilization, employing spreadsheets and dedicated database management tools for the development and maintenance of an organized archive.
โข ย ย Good knowledge of and experience in utilizing MS-Teams, SharePoint, Zoom, Skype and other teleconferencing platforms, with a background in organizing meetings and workshops at headquarters and in the field.
โข ย ย Working knowledge (proficient - level C) of French will be considered an asset.
โข ย ย Knowledge about Regional Fisheries Management Organizations.